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dsmith
Level: Powered On

Trigger a flow when a SharePoint list item field is updated.

Good Day,

 

Is there currently a way to trigger a flow a field has changed within a SharePoint list item? For example, I have an "Observation Status" column in a SharePoint list. I need a flow to trigger when the value of that column changes from "2-Reviewed" to "3-Open". Thanks for any help!!

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Community Support Team
Community Support Team

Re: Trigger a flow when a SharePoint list item field is updated.

Hi dsmith,

 

Please try to use the following flow to trigger, and add actions according to your demand.

 0.PNG

 

 

Regards,

Mona Li

 

 

Community Support Team _ Mona Li
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

58 REPLIES 58
Bizzo
Level 8

Re: Trigger a flow when a SharePoint list item field is updated.

This is a built in flow that might work.

 

https://flow.microsoft.com/en-us/galleries/public/templates/3821506240744debadcd89c94690652d/when-an...

 

You'd need to use a condition to check if "Observation Status" = "3-Open". I'm not sure if you can check what the original state of the column was, but it still might do what you need.

Community Support Team
Community Support Team

Re: Trigger a flow when a SharePoint list item field is updated.

Hi dsmith,

 

Please try to use the following flow to trigger, and add actions according to your demand.

 0.PNG

 

 

Regards,

Mona Li

 

 

Community Support Team _ Mona Li
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.

View solution in original post

dsmith
Level: Powered On

Re: Trigger a flow when a SharePoint list item field is updated.

Thanks! That is exactly what I was looking for.

Community Support Team
Community Support Team

Re: Trigger a flow when a SharePoint list item field is updated.

Glad to help!

Community Support Team _ Mona Li
If this post helps, then please consider Accept it as the solution to help the other members find it more quickly.
PLN
Level: Powered On

Re: Trigger a flow when a SharePoint list item field is updated.

But If I apply the proposed solution, a trigger is generated even if I modify a different field from the observed. It's enough that in the observet field we already have the desider value. My you help me?

Thanks

Super User
Super User

Re: Trigger a flow when a SharePoint list item field is updated.

Hi @PLN,

 

That the expected behaviour of the flow trigger when item is updated. Trigger is looking for any item field(s) is modified not just one field only.

 

Thanks



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PLN
Level: Powered On

Re: Trigger a flow when a SharePoint list item field is updated.

Thanks for the fast answer...

My I suggest to create a new trigger that looks only for teh modofocation of a specific field?

Thanks again.

 

Super User
Super User

Re: Trigger a flow when a SharePoint list item field is updated.

Hi @PLN

 

My understanding is you can do only item update not specific fields. Yes it triggers for any fileds when it get updated but you can apply the filter according to your business requirement.

 

Thanks



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richmont
Level: Power Up

Re: Trigger a flow when a SharePoint list item field is updated.

Hello -  Is there any  further clarity for a soluton to this?  

 

In other words...the behavior we are looking for is:  When a distinct column field record changes (in a List), we want to trigger an action.   Right now the default template results in a trigger regardless of which record or field changes which is way too general. 

 

 

Super User
Super User

Re: Trigger a flow when a SharePoint list item field is updated.

Hi @richmont,

 

Currently it is not possible to do using the existing flow SharePoint templates. Can you please post it to flow idea forum?

 

https://powerusers.microsoft.com/t5/Flow-Ideas/idb-p/FlowIdeas

 

Thanks



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Bizzo
Level 8

Re: Trigger a flow when a SharePoint list item field is updated.

The current/most common work around for this I've seen is to have 2 columns (for example): ColumnNow & ColumnOriginal. In your forms/views, you only show one of those columns. Use the same trigger - when a list item field is updated. Set an initial condition that compares the values of those two columns. If ColumnNow does not equal ColumnOriginal, then complete your flow. Make sure you set the two columns as equal at the end of the flow. 

 

You should be able to set custom actions, too, if you want. For example, you may want to kick off a different workflow if Status goes from "Not Started" to "In Progress" than if it went from "In Progress" to "Completed". You'd have to decide if it's easier for you to manage in separate flows or a single flow with more conditions.

richmont
Level: Power Up

Re: Trigger a flow when a SharePoint list item field is updated.

Hi Bizzo  -   Sorry, I'm not a programmer nor a real IT guy....so bare with me.   

 

In my SharePoint list, I already have created an Inspection date...and a Revised inspection date  (in case the factory needs to revise the date of the inspection).    Both columns current show in the list.  

 

The problem however stems from the original trigger..which is a template from MS that creates an action anytime the list is modified  (the LIST....not the field itself).    What is needed, it seems to me, is a trigger that allows an action at the FIELD level...rather than at the List level.   

Bizzo
Level 8

Re: Trigger a flow when a SharePoint list item field is updated.

I had a really good response typed up, but then the site logged me out and didn't post my message. So now you get the short, pissed off version. 😞

 

Dataset:

TitleInspection DateRevised Inspection DateRevised Inspection Date Original
(column hidden from views/forms)
Item to inspect2017-01-152017-01-152017-01-15

 

Workflow:

 

If title or inspection date change, goes to NO, DO NOTHING (because Revised Inspection Date and Revised Inspection Date Original are the same).

 

If Revised Inspection Date changes, goes to YES side, and you can complete your custom action. IMPORTANT - last step in this side of the flow needs to set Revised Inspection Date Original equal to Revised Inspection Date.

 

Not ideal, but does the trick. Last post was better, but hopefully makes sense.

harriskristanto
Level: Powered On

Re: Trigger a flow when a SharePoint list item field is updated.

Hey Bizzo

 

Thanks so much for this solution, it helped a lot!

 

Hopefully Microsoft will do something about this in near future Smiley Happy.

Alexlorenzo21
Level: Powered On

Re: Trigger a flow when a SharePoint list item field is updated.

 
Bizzo
Level 8

Re: Trigger a flow when a SharePoint list item field is updated.

Your message showed up blank. If you need help with something, let me know! 🙂

Microsoft Employee

Re: Trigger a flow when a SharePoint list item field is updated.

@PLN: I just tried a work around for this since we don't have file item field template available in Flow. I was using a yes/no check to send email (if set to yes) and once the email was sent I update the same yes/no field to back to 'no' so the next time is modified the email is not triggered.

kgee
Level: Power Up

Re: Trigger a flow when a SharePoint list item field is updated.

I posted a similar post a little while ago and then saw this post get updated asking about the same question. However, trying to follow this I'm still not getting the results I want. If I use the template "When an existing item is modified" it seems to run the workflow when I first create an item as opposed to only after the item has already been created.

 

Another thing is that it isn't even running correctly based on my condition either.

 

Does anyone know if there is a way to create a workflow that doesn't run until one specific field is changed to be a particular option.

 

For me I'm trying to create checklists and so only want the workflow to kick off when a list field item "Completed" is checked off.

This used to be so easy to do on Sharepoint 2013 on-prem, but I can't seem to find a way to do it on Sharepoint online. 

Highlighted
Bizzo
Level 8

Re: Trigger a flow when a SharePoint list item field is updated.

You should still be able to accomplish the end result if you have 2 columns, StatusNow and StatusOriginal (for example). Each time the flow runs, compare StatusNow and StatusOriginal. If they aren't the same, you know the status column has changed. Then add a condition that checks if StatusNow equals "Completed", and if it does, continue with the flow for a completed checklist item. When the flow completes, update StatusOriginal to equal StatusNow regardless of what the status is, so you can detect future changes to that column. It won't matter if this runs when an item is created, because you can add another condition. If StatusNow doesn't equal StatusOriginal, enter into the condition, then check if StatusOriginal is blank. If it is, you know the item was just created, so set StatusOriginal to StatusNow.

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